COMPANY WEBSITE: https://holbrockestates.org/

COMPANY PHONE NUMBER: (443) 539-8508

HUMAN RESOURCES PHONE NUMBER: 410-372-4513

POSITION TITLE: Administrative Assistant 1

ALTERNATE TITLE(S): Administrative Assistant 1

COMPANY: HolBrock Estates Supportive Housing Programs, LLC

DIVISION: Operations Division

DEPARTMENT: Supportive Housing Services Department

UNIT: n/a

CLASSIFICATION: W8BEN Independent Contractor. 40 hours per week. Exempt

COMPENSATION RANGE: $5.00 per hour

WORK SCHEDULE: 40 hours per week in virtual HR suite at 3310 Eastern Avenue, Baltimore, MD 21224 office from the hours of Monday to Friday from 8:00 AM EST to 5:00 PM EST

ACCOUNTABLE TO: Alicia Ford

ACCOUNTABLE FOR: Handyman

ANTICIPATED TRAVEL: N/A

SUMMARY OF POSITION RESPONSIBILITIES:

The Administrative Assistant is responsible for providing comprehensive administrative support to ensure the smooth operation of the office. This role involves managing schedules, handling correspondence, organizing documents, and performing various clerical tasks to support the needs of the department or organization.

SCHEDULED DUTIES AND RESPONSIBILITIES:

1. Answering phone calls from the Housing staff and Maintenance team

2. Answering emails from Finance team, PAC team, Ms. Alicia, Mr. Brockington, and Mr. Holmes

3. Answering queries from the Scheduling team and PAC team.

4. Data entry, inputting, updating and maintaining accurate details in our tracker or spreadsheets

5. Creating resident agreement for new clients in Buildium

6. Setting up meeting and creating minutes in every meetings

7. Meeting with different departments (maintenance team, finance team and PAC team)

8. Conducting disaster test, fire and bomb drill and inspections on all housing sites

9. Coordinating and managing schedules including meetings and appointments with the contractors

10. Reaching out to housing staff (weekly) with clients beds assignments

11. Creating discharge and transfer tickets and letter for clients

12. Providing general support to staff and executive as needed

13. Performing and completing directive task from Mr. V and Mr. D

14. Phone handling, answering and directing phone calls 

15. Providing updates to all department as needed

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

1. Participate in external and internal audits/surveys (CARF/CSA/OHCQ) as directed by the supervisor.

2. Participates in quality assurance and performance improvement plans by completing periodic audits or other activities to ensure regulatory compliance and/or improve service delivery.

3. Assist the supervisor, HR, or management with any work-related tasks as requested.

4. Responsible for following regulations of COMAR, CARF, any other regulatory body, and company policies/procedures related to your scope of work.

5. Co-facilitating orientation of all new hires if requested.

6. Support the maintenance of a safe environment by participating in training and drills as requested.

7. Advise the supervisor on the development and implementation of protocols to better enhance the efficiency of day to day operations effecting change when approvals are made.

8. Troubleshoot and abate any issues that could adversely affect the day-to-day operations.

9. Report to the Supervisor daily and as requested. Report deviation of operational standards to the CEO daily.

10. Check emails and company group texts at least every 30 minutes while on duty; respond accordingly.

PHYSICAL DEMANDS: Regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.

WORKING CONDITIONS: Remote work environment 

DISCLOSURES:  The specific statements shown in each section of this job description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

COMPETENCIES AND SKILLS:

1. Organizational Skills:

• Time Management: Ability to prioritize tasks, manage schedules, and meet deadlines efficiently.

• Multi-tasking: Capability to handle multiple responsibilities simultaneously without compromising quality.

• Attention to Detail: Precision in managing tasks such as document preparation, data entry, and scheduling to avoid errors.

2. Communication Skills:

• Verbal Communication: Strong speaking skills to interact effectively with team members, executives, and external contacts.

• Written Communication: Proficiency in writing clear, concise, and professional emails, memos, and reports.

• Interpersonal Skills: Ability to build positive relationships with colleagues and external stakeholders.

3. Technical Skills:

• Proficiency in Office Software: Strong knowledge of tools like Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software (e.g., Google Workspace).

• Data Management: Familiarity with managing databases, spreadsheets, and digital file systems.

• Technology Savvy: Ability to quickly learn new software and troubleshoot basic technical issues.

4. Problem-Solving Skills:

• Critical Thinking: Ability to analyze situations, identify potential issues, and develop effective solutions.

• Adaptability: Flexibility in adjusting to changing priorities, unexpected challenges, and new technologies.

• Resourcefulness: Ability to find efficient ways to overcome obstacles and complete tasks.

5. Customer Service Orientation:

• Client-Focused: Ensuring that the needs of clients, visitors, and colleagues are met with professionalism and courtesy.

• Discretion: Maintaining confidentiality and handling sensitive information with care.

6. Project Management:

• Planning and Coordination: Ability to plan, organize, and coordinate meetings, events, and other office activities.

• Delegation: Knowing when and how to delegate tasks to others to ensure timely completion.

7. Financial Acumen:

• Budget Management: Basic understanding of budgeting, expense tracking, and financial reporting.

• Invoice Processing: Skill in handling invoices, expense reports, and purchase orders accurately.

8. Professionalism:

• Ethical Standards: Upholding integrity, honesty, and ethical behavior in all aspects of the job.

• Dependability: Reliability in fulfilling responsibilities and being available when needed.

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS:

Education: High school diploma or equivalent required. Associate’s degree or higher in Business Administration, Office Management, or a related field is a plus.

Experience: Minimum of 2 years of experience in an administrative or office support role.